Exhibitor Kit

Exhibition Timetable

*Should advance Move-In time be required, the Advanced Exhibitor Move-In Request Form has to be received by ICS no later than July 20, 2018
**No more tools/paints may be used; no more forklift service available; aisles are to be kept clear at all times
***All exhibits are required to be staffed during the Welcome Reception and Exhibition Show Hours - no exceptions
**** Welcome Reception & Official Exhibition Opening

Mandatory Forms - To be completed by ALL exhibitors

*High Resolution Vector File for print use | Low Resolution jpg file for online use
**Maximum 50 words

Mandatory Forms  - To be completed by Custom Booth Design exhibitors

*the show code to access Levy's online portal is ‘WCLC2018’

Mandatory Forms to be completed by Standard Booth Package Exhibitors

*the show code to access Levy's online portal is ‘WCLC2018’

Optional Order Forms

*the show code to access Levy's online portal is ‘WCLC2018’

All exhibitors are required to carefully review and abide to the following MTCC policies and procedures:

1. Notice to Exhibitors/Display Companies
2. Metro Toronto Convention Centre Recycling Program
3. Vehicle Marshalling/Move-In/Move-Out
4. Fire Regulations for Exhibitors
5. Emergency Procedures
6. Rigging/Overhead Work Policy
7. Helium Authorization Request
8. Propane Cylinders & Gas Applicanes
9. Canada Custom Regulation
10. Ontario's Electrical Product Approval Requirements

The IASLC 19th World Conference on Lung Cancer does not bear any insurance risk for the exhibitor. The exhibitor is explicitly referred to their own insurance. Therefore IASLC 19th World Conference on Lung Cancer requires all exhibitors to provide proof of liability insurance with a minimum of CAD 5,000,000 for each accident or occurrence. Limit of liability must be in place for the duration of the event including Move-In & Move-Out dates. Third party liability insurance certificate is mandatory and must be provided to IASLC 19th World Conference on Lung Cancer Secretariat no later than July 20, 2018 In case the exhibitor receives the invoice after July 20, 2018, the exhibitor is required to provide the certificate of insurance as soon as possible, and must be received prior to move-in! Full coverage must be in effect for the event for which a contract exists.

Comprehensive liability insurance shall provide a minimum limit of liability of five million dollars ($5,000,000) for bodily injury and/or property damage in any one occurrence, shall include a cross-liability clause, shall name Metropolitan Toronto Convention Centre Corporation as additional insured and shall provide that it will not be cancelled or materially altered prior to the termination of the Occupancy Period.

• Additional insured to be named:
• International Conference Services Ltd. (ICS)
• International Association for the Study of Lung Cancer (IASLC)
• Metropolitan Toronto Convention Centre Corporation (MTCC)

Insurance companies may submit their own form (must be in English only) or use the official Certificate of Insurance of the IASLC 19th World Conference on Lung Cancer.

Each exhibit space rental unit includes the following:

Floor space as assigned
- 10' x 10' Hardwall Booth
- 8' high white sintra hardwall backwalls
- 8' high x 3' wide step down to 3' high 6' wide white sintra sidewalls
- 6’ x 2’ Skirted table in blue
- 2 Padded chairs
- Wastebasket
- 3m wide fascia header (white with black text)

**Exhibitors responsible for ordering own flooring for booth**

Exhibit space rental does not include any of the following: additional furniture, carpet, electricity, internet connection, labor, shipping or any other services To order these items please complete the fillable form included in the Order Forms Tab above

• All activities must be confined to the assigned space.
• All rigging and hanging from the hang points throughout the facility is subject to mandatory approval by show management and is expected to meet generally accepted industry standards.
• The arrangement of displayed items or structures shall not disturb other booths or hinder passage of visitors. Displayed items should not create inconveniences to visitors and be kept at least 1’-0” (30cm) away from the exhibit space line. If exhibitors fail to conform to this rule, the Show Management may demand those items to be relocated. This restriction is designed to give an equal opportunity to every exhibitor in terms of space and visibility.
• The IASLC 19th World Conference on Lung Cancer Secretariat will carpet aisles between exhibit booths
• Flooring is NOT included in the cost of your booth space. It is mandatory that all exhibit booths are carpeted or have some type of professional looking floor covering. All edges must be secured. 100% of your booth floor space must be covered. All flooring must be neat and clean. No frayed edges allowed. All edges of carpet must be taped down – double sided tape is acceptable. Duct tape is not allowed to secure flooring. You must return the floor to its original condition – otherwise exhibitors will be charged for any damage. Should Show Management have to provide carpeting – it will be done at the exhibitor’s expense.
• Unfinished portions of pop-up displays must be covered. Pop-up framework, raw wood or cardboard wings must be painted or appropriately covered if visible from another booth.
• All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA), and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line, (800) 514-0301, and from the ADA Web site at usdoj.gov/crt/ada/adahom1.htm.
• All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as fork lifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Exhibitors should ensure that any display fixtures such as tables, racks, or shelves are designed and installed properly to support the product or marketing materials to be displayed.
• All materials used in display construction or decorating should be made of fire retardant materials and be certified as flame retardant. Samples should also be available for testing. Materials that cannot be treated to meet the requirements should not be used. A flame-proofing certificate should be available for inspection. Exhibitors should be aware of local regulations regarding fire/safety and environment which must be adhered to. Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.
• Maximum Height Restrictions
  The height maximum for booths is:
  9 - 300 sq ft 8 ft
  301 - 599 sq ft 12 ft
  > 600 sq ft 20 ft
  Double decker stands are not allowed
• The IASLC 19th World Conference on Lung Cancer Secretariat, the Metro Toronto Convention Centre and/or local authorities can enforce an order of dismantling of booths and exhibits that have not been approved or do not follow the regulations. Frequent inspections will be held during the exhibition period. Please adhere to the regulations strictly, for safety purposes.
• Custom exhibit equipment is to be pre-manufactured as much as possible before being shipped on-site. Electrical tools such as compressor, welder, electrical saws, electrical grinders, and electrical planes are allowed to be used inside the halls; however working area is to be kept clean. No more tools and paint may be used after 12:00 on Sunday, September 23, 2018.
• Any exhibitor who has not commenced exhibit construction/decoration one hour prior to event opening, is subject to removal by IASLC 19th World Conference on Lung Cancer Secretariat at its own discretion. Moreover, the exhibitor is then liable to IASLC 19th World Conference on Lung Cancer for the agreed exhibit rental fee. The exhibitor is not entitled to damage claims.
• The exhibitor agrees to confine all products/ service demonstrations and other sales activities to the limits of the contracted exhibit space and within the maximum height set. Distribution of any material is likewise limited to said exhibit space confines. Exceptions may be given by secretariat office prior to show opening in writing.
• The use of games of chance, lottery devices, musical instruments and other sideshow practices is permitted only with written permission of IASLC 19th World Conference on Lung Cancer Secretariat.
• The use of amplifiers, musical performances and any other sound generating equipment - even for advertising purposes - requires an advanced written approval as well. Noisy demonstrations may be restricted or prohibited even after permission is granted, if such demonstrations are considered a disruption of the general order of the event.
• Flashlights and revolving light equipment are prohibited. Lights from one exhibit should not disturb neighboring exhibitors or damage other exhibit booths.
• The exhibitors are not allowed to carry items, signboards and brochures for recruitment purposes
• Show Management reserves the right to restrict or remove exhibits and/or exhibitors, which in its sole judgment, because of noise, inappropriately attired personnel, or any other reason, are or become objectionable or, which in its sole judgment, may detract from the character of the Conference. Neither IASLC, ICS or Show Management, or any employee, agent, officer, director, or representative thereof, shall have any liability, whether to any exhibitor or otherwise, as a result of such restriction or removal.

• Please refer to the "Exhibition Timetable" tab above for exact move-in and move-out timings. 
• Please refer to the "MTCC Policies & Procedures for Exhibitors" tab above for Vehicle Marshaling/Move-in & Move-out details 
• All exhibitors, service providers and Show Management personnel working on the show floor during move-in and
  move-out periods are required to wear approved personal protective equipment (PPE), such as CSA approved (or
  equivalent) safety shoes, hard hats, harnesses, gloves and safety eyewear and is to be used when warranted by safety
  considerations. All exhibitor service providers must adhere to the Provincial Ministry of Labour Occupational Health and
  Safety Act, Ontario regulation 213/91 and 851/90 Industrial. Anyone found not wearing approved safety shoes will be
  immediately asked to leave the exhibit hall.
• Move-in times must be adhered to and will be enforced. The exhibition hall will be closed evenings, during which time no access will be given to the hall. The exhibitor has to complete their exhibit construction within the given move-in timeframe, which is specified in the Exhibition Schedule above.
• Big builds of 581 sq ft and above may request for Advanced Exhibitor Move-In by completing the relevant form. All Advanced Move-in request must be approved by the Show Management
• Dismantling of exhibit construction and décor may only commence at the last day of the event after the end of the event. The IASLC 19th World Conference on Lung Cancer Secretariat reserves the right to charge the exhibitor a contract penalty fee if this clause is violated. The Exhibit Space has to be returned in the same condition it was received and no waste is to be left in the aisles or other areas of the Exhibit Hall. Extraordinary cleaning charges will be assessed for the removal of large, unmanageable items. The exhibit space has to be left no later than outlined in the Exhibition Schedule.
• After the exhibition, when the subcontractors remove the furniture, exhibitors should take care not to leave behind any belongings in the drawers or shelves. The IASLC 19th World Conference on Lung Cancer Secretariat does not take responsibility for any damages and losses as a consequence. All participants must return the equipment and tools that are leased from IASLC 19th World Conference on Lung Cancer.
• Empty crates may only be delivered to the booth after aisle carpet has been removed.

As the official service contractor‚ LEVY SHOW SERVICE INC. is the exclusive provider of Material Handling Services. Material Handling includes offloading exhibit material at the loading bay from the carriers vehicle‚ storing exhibit material up to 30 days in advance at the Advance warehouse address‚ and then delivering to the booth space. The handling of empty containers to and from storage‚ and movement of material from the booth back to the loading bays for reloading onto outbound carriers. It should not be confused with the cost to transport exhibit material (shipping) to and from the convention or event or in-booth forklift services.

Exhibitors have two options for shipping their show freight — either to the advance warehouse or directly to show site (shipments sent directly to show site may ONLY arrive during the exhibitor move in times). We strongly encourage Exhibitors to ship to the Levy Advance Warehouse to ensure a timely delivery of your booth freight to show site and eliminate any wait times at the holding lot and/or loading bays.

Exhibitors may hand-carry their own materials into the exhibit facility by way of the front entrance (not via loading bays). The use of dollies, pump trucks and other mechanical equipment, however, is not permitted. Levy will control access to the loading docks in order to provide for a safe and orderly move-in/move-out.

Forklift services are available onsite and exclusively managed by LEVY SHOW SERVICE INC. Additional charges apply. Please refer to the Order Forms section for applicable rates and documentation required.

For more information on the below please read through this link.
- Material Handling FAQs
- Special Handling Definitions
- Shipping Instructions
- Advance Warehouse & Showsite Labels
- Material Handling Terms & Conditions

To download the "Advance Warehouse" Shipping Label, please click here
To download the " ShowSite" Shipping Label, please click here

Levy Logistics has been appointed as the official Customs & Transportation Service provider for the conference and can support exhibitors with the following services:

- Delivery of materials directly to booth space prior to exhibitor set up
- Priority customs clearance service in collaboration with Canada / U.S. CBSA and CBP border agencies
- Turn key coordination; direct pick up from set location; delivery to the booth with return shipping
- Hassle free bill of lading; documentation provided and completed by well experienced, dedicated specialists
- International shipping Worldwide and storage for all exhibits between events within North America
- 24/7 Customer Service.

For more information on Shipping and Customs Brokerage Services please click here

To download the "Advance Warehouse" Shipping Label, please click here
To download the " ShowSite" Shipping Label, please click here

The Floor Plan is a “working draft” and changes may be made up until one (1) week prior to the event. Every effort has been made to ensure the accuracy of all information contained on the Floor Plan. However, no warranties, either expressed or implied are made with respect to the Floor Plan. It is the sole responsibility of the exhibitor to verify all dimensions and locations. This includes the location of building columns, utilities or other architectural components of the facility.

“Freight-Free-Aisles” may be shown on the Floor Plan and will be strictly enforced due to logistic and safety reasons.

For an up-to-date Exhibit Floor Plan, please visit the Exhibit page.

Each exhibiting organization receives two (2) complimentary staff registrations for every 10’x10’ exhibit space rental unit purchased in the event. Additional Exhibitor Staff Registrations are available for USD 250.00 each, up to a maximum of four (4) staff members per unit. Additional badges may be purchased at the (Non-) Member Delegate Rate. Exhibit Staff Registrations grant exhibitor’s access to the Exhibit Hall during Exhibit Service Center Hours only and the following privileges:

• Networking breaks
• Delegate bag (including all conference materials)
• Welcome Reception

Please note that Exhibitors Registration does NOT grant access to the IASLC WCLC2018 Scientific Sessions.
An email with a registration password will be sent to all exhibitors. Please refer to the email and the link to register. Exhibitors may collect their badges on-site at the Registration Desk after a brief identification check during the exhibition move in period.

For any assistance please contact out Registration Manager at wclc2018-registration at icsevents.com.

ICS is the official housing bureau for the IASLC 19th World Conference on Lung Cancer and will offer assistance with the coordination of housing requirements for the Conference. Special room rates have been negotiated.

The success of IASLC and WCLC 2018 depends on delegates, sponsors and exhibitors using the official Conference hotels by booking through the official housing bureau. WCLC 2018 cannot meet contracted room obligations if delegates reserve rooms outside the official hotel. Rooms that are not filled because of that create an expense for IASLC in the form of financial penalties (attrition fees) and place the financial success of the Conference and the Association at risk, which increases with each booking outside the Conference hotel or booking through channels other than the official housing bureau.

For any inquiries regarding Registration and Accommodation for the IASLC 19th WCLC, please contact our Exhibit Logistics Manager at [email protected] or visit the Accommodation Page

If you have a group of 10 or more, please contact the Group Coordinator at wclc2018-exhibits at icsevents.com.

Each Exhibitor must submit company logo and company bio to wclc2018-exhibits at icsevents.com by July 20, 2018. Company logo may be submitted as vector file, all fonts outlined and CMYK color mode. Company bio may not exceed 50 words.

Exhibitor parking passes are available for each event in the MTCC easy access, security-patrolled indoor parking garages. With space for over 1,700 cars and available 24 hours a day, 7 days a week, the garages are steps away from the show floor. Discounted parking rates are available for orders placed prior to the early bird deadline of Sep 3, 2018. 

To order: visit  www.mtccc.com/order  OR complete the fillable PDF form included in the Order Forms Tab above.

The IASLC 19th World Conference on Lung Cancer Secretariat is responsible only for  keeping the shared space clean.

Interior booth cleaning (including emptying of baskets) is available from the MTCC on an exclusive basis from their Cleaning Services Department. Interior booth cleaning services include: vacuuming, dusting, emptying wastebaskets and cleaning of tables. Additional exhibit booth cleaning options are available upon request. 

Discounted cleaning rates are available for orders placed prior to the early bird deadline of Sep 3, 2018. 

*Note: The Metro Toronto Convention Centre is the exclusive provider of all cleaning services. External companies (including display houses) area prohibited from performing any type of janitorial services within the building.

To order: visit www.mtccc.com/order OR complete the fillable PDF form included in the Order Forms Tab above.

Internet and Telecommunication services are available from the MTCC on an exclusive basis. MTCC can provide you state-of-the-art services directly to your booth. Wireless and Wired internet services are available to every exhibitor based on the requirements of each exhibit space. The MTCC strongly recommends using only 5GHz devices to reduce connection problems. Please contact one of the MTCC specialists to discuss your requirements or for any technical questions.

Discounted services are available for orders placed prior to the early bird deadline of Sep 3, 2018. 

To order: visit www.mtccc.com/order OR complete the fillable PDF form included in the Order Forms Tab above.

The Metro Toronto Convention Centre (MTCC) retains the exclusive right to provide, control and retain all food and beverage services throughout the facility for events.

All food and beverage items must be supplied and prepared by the MTCC Food & Beverage Department. This includes bottled water. No food, beverage or alcohol will be permitted to be brought into or removed from the MTCC facility by the licensee or any of the licensee’s guests or invitees without the written approval of the Food & Beverage Department; this includes any “food sponsorship” and/or “food vendors” within the premises.

MTCC award-winning culinary team provides a full range of catering solutions to create a unique experience at your booth. Please contact the MTCC food and beverage team to discuss your catering requirements. Food and beverage services are exclusive to the Metro Toronto Convention Centre.

To order complete the fillable PDF form included in the Order Forms Tab above.

MTCC Business Centres are conveniently located on levels 300 & 800. Services include photocopying, faxing, printing, outbound courier service, internet access and a selection of office supplies and tools. Please contact the MTCC Business Centre to arrange for large, customized printing projects well in advance.

Services Hours:

North Building (Level 300) South Building (Level 800)
Mon – Fri: 8:00am – 5:00pm Mon – Fri: 8:30am – 4:30pm
Phone: (416) 585-8387 Email: businesscentre at mtccc.com

SHOWTECH Power & Lighting provides all electrical, display-feature lighting, mechanical, plumbing, gas and air services on an exclusive supplier basis. SHOWTECH also exclusively hangs all decorative material, signs and banners that are required to be attached to the facility structure. For questions or to place your electrical order, please contact SHOWTECH directly.

The Metro Toronto Convention Centre is a smoke-free environment. All public areas, rental space, corridors, loading docks, exhibit halls and parking lots are designated non smoking. In addition, 9 meters (30 ft) surrounding any entrance and exit, is designated as non-smoking areas. Electronic cigarettes are prohibited. The Licensee is required to enforce the no-smoking rules.